Master prompt
Translation + certification requirements (ATIO / OTTIAQ / STIBC)
Decision tree for IRCC translation rules — when a certified translator is required, what a translator affidavit must contain, when a notary public is involved, what can be self-translated.
CanadaDocument checklistTranslationATIOOTTIAQCertified translatorAffidavit
Advise [CLIENT_NAME] on translation + certification requirements for non-English documents being submitted to IRCC under the [STREAM] stream.
GROUND RULE (per IRCC web guidance, current as at 2026-05-16)
Any supporting document NOT in English or French must be accompanied by:
(a) the English or French translation, AND
(b) an affidavit from the person who completed the translation, AND
(c) a certified copy of the original document.
§1 — WHO CAN TRANSLATE — DECISION TREE
Outside Canada is "In Canada":
• Use a CERTIFIED TRANSLATOR — member in good standing of a provincial / territorial regulatory body. The translation does NOT need to be accompanied by an affidavit IF translator certifies in their own seal/stamp.
• Recognised bodies:
– ATIO — Association of Translators and Interpreters of Ontario
– OTTIAQ — Ordre des traducteurs, terminologues et interprètes agréés du Québec
– STIBC — Society of Translators and Interpreters of British Columbia
– ATIA — Association of Translators and Interpreters of Alberta
– ATINS — Association of Translators and Interpreters of Nova Scotia
– ATIM — Association of Translators and Interpreters of Manitoba
– ATIS — Association of Translators and Interpreters of Saskatchewan
– CTINB — Corporation of Translators, Interpreters and Terminologists of New Brunswick
• Translator affixes seal/stamp + signs the translation + cites their membership number
• Acceptable across all IRCC streams
Outside Canada is "Outside Canada":
• Two paths:
(1) A certified translator in the source country (if one exists with verifiable credentials — e.g. India: notary-affirmed translators, sworn translators in civil-law countries)
(2) Any competent person (including a family member who is NOT the applicant or representative) → MUST be accompanied by a sworn affidavit attesting competence + accuracy
• [VERIFY-IRCC] — IRCC explicitly disallows translations by:
– The applicant themselves
– The applicant's representative (RCIC, lawyer, paid consultant)
– A member of the applicant's family
§2 — TRANSLATOR AFFIDAVIT — REQUIRED CONTENT
When using an uncertified translator (path 2 above), the affidavit must:
(a) Identify the translator: full name, address, occupation
(b) Declare competence in BOTH [SOURCE_LANGUAGE] AND English
(c) State the translation is accurate and complete
(d) List each document translated (with date and short identifier)
(e) Be sworn / affirmed before:
– In Canada: a Commissioner of Oaths, Notary Public, Justice of the Peace, or lawyer
– Outside Canada: a Notary Public, judicial officer authorised to administer oaths, or equivalent (e.g. India: Notary registered under the Notaries Act 1952)
(f) Bear the signature of the deponent + the seal/signature of the notarial officer + the date
SAMPLE AFFIDAVIT BLOCK (for the consultant to adapt):
"I, [TRANSLATOR FULL NAME], of [address], [occupation], DO SOLEMNLY DECLARE THAT:
1. I am competent in both the [SOURCE_LANGUAGE] and English languages, having [basis: e.g. native fluency in Punjabi acquired through upbringing in Ludhiana, Punjab; English acquired through Bachelor's degree at Panjab University Chandigarh, 2014].
2. I have translated the following documents from [SOURCE_LANGUAGE] into English:
(a) [Document 1, date]
(b) [Document 2, date]
...
3. To the best of my knowledge and ability, the translation is a true, complete, and accurate rendering of the original.
4. I am not the applicant, their immigration representative, or a member of their family.
5. I make this solemn declaration conscientiously believing it to be true, and knowing it is of the same force and effect as if made under oath.
SWORN/AFFIRMED before me at [city], [province/state], this [date].
[Signature of Deponent] _______________
[Signature + Seal of Notary Public / Commissioner of Oaths] _______________"
§3 — DOCUMENTS REQUIRED FOR [CLIENT_NAME]
Going through [DOCUMENT_LIST] line by line. For each:
• Note source language vs target language
• State whether already bilingual (some Indian docs — e.g. PCC, certain mark sheets — are issued bilingually in Hindi + English; if BOTH languages appear officially, IRCC accepts without separate translation)
• State whether translation required
• If required: name the translator path (in-Canada certified / outside-Canada with affidavit)
• Note any IRCC-stream-specific quirks (e.g. spousal sponsorship requires all relationship-evidence documents translated and certified)
§4 — NOTARY PUBLIC ROLE — DEMARCATION
Notary public is NOT a translator. Their role is to:
(a) Witness the translator's signature on the affidavit
(b) Administer the oath / affirmation
(c) Affix their official seal and signature
A notary cannot "certify" a translation. They can ONLY witness the translator's declaration. The substantive accuracy of the translation rests with the translator.
In India: Notary Public registered under the Notaries Act 1952 + Notaries Rules 1956 is acceptable. Notary's stamp must show registration number + jurisdiction.
In Canada: Notary Public OR Commissioner for Oaths — both equally acceptable for translator affidavits. Commissioners are typically lawyers, paralegals, or specifically commissioned officers.
§5 — WHAT CAN BE SELF-TRANSLATED — ANSWER: NOTHING
IRCC's stated position: the applicant CANNOT translate their own documents. Even if the applicant is professionally a certified translator, IRCC requires independence.
The applicant's representative also CANNOT translate. This is a candour/conflict-of-interest position from IRCC.
Family members CANNOT translate. (This is the most common India mistake — uncle who teaches English at the local college translating his nephew's birth certificate. Risk: refusal under R10/R12 for procedural defect.)
§6 — CERTIFIED COPY OF ORIGINAL — SEPARATE REQUIREMENT
Translation + affidavit alone is not enough. The translated package must include:
(a) The translation
(b) The translator affidavit (if uncertified path)
(c) A CERTIFIED TRUE COPY of the original document
"Certified true copy" in IRCC context means:
• A photocopy of the original document
• Bearing a notary public / commissioner of oaths / lawyer's stamp + signature + the statement "This is a true copy of the original document"
• Note: a translation does NOT substitute for the certified true copy. Submit BOTH.
§7 — UPLOAD FORMAT FOR IRCC PORTAL
• Single PDF per document containing, in order:
Page 1-n: Translation
Page n+1: Translator affidavit (with notary seal visible)
Page n+2-m: Certified true copy of the original
• Or, three separate PDFs cross-referenced — but single combined PDF reduces officer confusion
• Maximum file size 4 MB per IRCC portal slot (some slots 2 MB — verify)
• Naming: [UCI]_[doc_type]_translated_[date].pdf
§8 — COST ESTIMATE (advisory, not authoritative)
• ATIO/OTTIAQ certified translator in Canada: CAD 30-60 per page
• India-based competent translator + notary stamp: ₹500-1,500 per document
• Notary affidavit in Canada: CAD 25-75 per affidavit
• Bundling: translator may consolidate multiple documents under one affidavit — saves cost
§9 — RED FLAGS TO PRE-EMPT
□ Translator signature missing on translation pages — IRCC may return as incomplete
□ Affidavit not notarised — IRCC will request resubmission
□ Affidavit dated AFTER application submission — file as soon as ready, before submission
□ Translator is the applicant's spouse / parent / sibling — INVALID; redo with independent translator
□ Translation has handwritten corrections — must be redone clean
□ Original document was bilingual but translator translated the [SOURCE_LANGUAGE] half — wasteful; check first
□ Officer demands a CERTIFIED translator after submission with non-certified path — provide affidavit but be ready to redo
End with: "DRAFT translation advisory — for RCIC / authorised representative review. Verify the current IRCC translation policy page + the latest list of accepted provincial translator bodies before client engages a translator. The current rule is on the IRCC site under 'Submit translated documents'. Not legal advice."Unlock the vault to see the full prompt